Word Processor

Objectives Overview

Familiarise yourself
Work with
Explore Word 2013 with Word working
documents
environment

Move around a
Format a document Print document
document

Save and quit word

processor
 Overview of Word Processing

• Word processors create text-based

documents
• They are one of the most flexible and widely
used software tools
• Word processors are used to create memos,
letters, faxes, etc.
 Overview of Word Processing……

• Organizations create newsletters, manuals,

and brochures to provide information to
their customers.
• Students and researchers use word
processors to create reports.
• Word processors can even be used to create
personalized Web pages.
 Some Features of Word 2013

Word processors provide a variety of features to make

entering, editing, and formatting documents easy.

• word wrap
• thesaurus
• find and replace
• spelling and grammar checkers
• format
• styles
• bulleted and numbered lists
 Introducing Microsoft Word 2013

Microsoft Word 2007 introduced new

design including ribbons, tabs, galleries,
and more.

• Word 2013 includes these new features

• Word includes many desktop publishing

features
 Exploring Word 2013

Starting Microsoft Word 2013

1. Click the Start button

2. Point to All Programs, click Microsoft
Office
3. Word 2013
 Placing a shortcut for starting up Word 2013

• Click StartAll ProgramsMicrosoft Office 2013, right-click

Word 2013 and click Pin this program to taskbar in the jump
list.
– Simply click the Word 2013 pinned button to start the program.
• Right-click the program on the taskbar and click Unpin this
program from taskbar.

Other way
• Choose StartAll ProgramsMicrosoft Office 2013. Right-
click Word 2013, Send to, Desktop (Create shortcuts).
• Double click the shortcut to run Word 2013 next time.
 Word Start Screen

The Start screen is basically divided into two panes.

• Left pane: Recent file list and Open Other
Documents
• Right pane: Template and Blank document
Word Working Environment
• Ribbons replace menus and toolbars by
organizing commonly used commands into a
set of tabs.
• For example, Home tab displays buttons related
to working with document content, and that
the buttons are organized in five groups:
Clipboard, Font, Paragraph, Styles, and Editing.
• Point to each button on the Home tab to
display information about the button in a
ScreenTip.
• The settings on the File tab enable the
user to manage the file itself.
• File tab displays the Backstage view.
• Initially it displays the Info choices that
lets the user view and add file properties,
work with document protection, hidden
properties, document issues, and versions.
Setting Word Options

• To open Word Options, choose FileOptions to

open the dialog box.
• Navigation pane that enables the user to use
three quick methods for navigating in a
document: HEADINGS, PAGES, and RESULTS.
• To display the Navigation pane, check the View
Show  Navigation Pane check box.
• Clear the Navigation Pane check box or select
the pane’s Close (X) button to close the
Navigation pane.
 Exploring some Tabs

Home tab

Insert tab
Page Layout
 Exiting Word

• Click the File tab, and click Close.

• Click the Word window’s Close (X) button
at the upper right.
• Press Alt+F4.
 Word Processing Basics

The seven (7) basic tasks of any word processor:

1. opening, typing, and saving;
2. moving around a document;
3. search and replace;
4. editing text;
5. working with blocks of text;
6. document proofing; and
7. printing.
 Opening, Entering Text, and Saving Document

Open a document from the Backstage view

 Developing a document

Edit a
• Enter text and document • Change appearance
numbers • Font
• Make changes to
• Insert images • Font size
existing content
• Perform other tasks
• Inserting, deleting,
cutting, copying,
Create a and pasting Format a
document document
Entering Text
• When a blank document is created, the user can
begin typing text to fill the page.

Type the text below

Word processors provide a variety of features to

make entering, editing, and formatting documents
easy. One of the most basic features for entering
text is word wrap. This feature automatically move
the insertion point to the next line once the current
line is full.
Saving Document
1. Saving a file for the first time, Choose File  Save As,
Or press Ctrl+S.
2. Click Computer in the middle pane.
3. Under Computer, click a folder, or the Browse button.
4. Navigate to the desired folder using the Navigation
pane or by double-clicking subfolder icons in the list
of files.
5. Type the desired file name.
6. Press Enter or click the Save button.
Protecting Document – Page 73
 Moving Around a Document
Using Keyboard to navigate through document
 Function keys: The function keys are labelled F1 through F12.
User can use them alone or in conjunction with the Ctrl, Alt, and
Shift keys.
 Typewriter keys
 Cursor keys: Also called the arrow keys, these keys control the
cursor. Also included are the non-arrow keys: Home, End, PgUp
(or Page Up), PgDn (or Page Down), Insert, and Delete.
 Numeric keypad
 Shift keys: These keys don’t do anything by themselves. Instead,
the Shift, Ctrl, and Alt keys work in combination with other keys.
 Moving Around a Document
Other keyboard keys worth noting

• Enter: Marked with the word Enter and sometimes a cryptic,

curved arrow-thing: . You use this key to end a paragraph of
text.
• Esc: The “escape” key doesn’t really do anything in Word.
However, pressing the Esc key in a dialog box is the same as
clicking the Cancel button with the mouse.
• Spacebar: The only key with no symbol; inserts spaces between
the words.
• Tab: Pushes the next text you type over to the next tab stop.
• Backspace: It’s used to erase characters (erasing key) — very
handy.
• Delete: Also labelled Del; works like Backspace to erase
characters.
Keyboard shortcuts
To see all keyboard shortcuts that work in Word 2013,
follow the steps below.

1. Press Alt+F8. The Macros dialog box appears.

2. In the Macro name text box, type listcommands
3. Click the Run button or press Enter. The List Commands
dialog box opens.
4. Leave the Current keyboard settings options selected,
and click OK or press Enter.
– Word creates a new document with a table showing all of
Word’s current keyboard shortcuts.
5. Save and name the file as desired.
To use KeyTips, Press the ALT key.
 Go To
 Press the Ctrl+G key combination to see the Go To tab
portion of the Find and Replace dialog box.
Or
 On the Home tab, in the Editing group, click the Find
arrow, and then click Go To to display the Go To page
of the Find and Replace dialog box.
 Enter the page number in the Enter page number
dialog box, and then click Go To.
 Editing Text
Editing is making the text readable.
Selecting or highlighting or blocking text – Page 76
• Word
• Sentence
• Paragraph
• Adjacent words, lines, or paragraphs
• Non-adjacent words, lines, or paragraphs
• Blocking the whole document
 Mouse Pointer in Word

For editing text, the mouse pointer becomes the

I-beam
For choosing items, the standard eleven o’clock
mouse pointer is used
For selecting lines of text, a one o’clock mouse
pointer is used
 Editing Text …
Deleting a single character
The Backspace and Delete keys are used to delete single characters of text:
• Backspace key deletes the character to the left of the insertion pointer
• Delete key deletes the character to the right of the insertion pointer
 
Deleting a word
To delete a word, add the Ctrl key to the Backspace or Delete key’s
• Ctrl+Backspace deletes the word in front (to the left) of the insertion pointer.
• Ctrl+Delete deletes the word behind (to the right) of the insertion pointer.
 
Deleting a line of text
• Move the mouse into the left margin of the document. Make sure the mouse
pointer changes into a northeast arrow.
• Point the mouse pointer arrow at the line of text you want to delete.
• Click the mouse. The line of text is highlighted, or selected.
• Press the Delete key.
 Editing Text ……
Deleting a sentence
• Point the mouse at the sentence you want to delete.
• Press and hold the Ctrl key and click the mouse. The sentence is
selected.
• Press the Delete key.
 
Deleting a paragraph
• Point the mouse at the paragraph.
• Click the mouse button thrice. Thrice means “three times.”
• Press the Delete key.
Undo Tasks
• Press Ctrl+Z or Click

• To undo an Undo, choose Redo. You have two

choices:
• Press Ctrl+Y or Click
 Find and Replace
1. On the Home tab, click the big Find button in the
Editing group.
• Clicking the Find button displays the Find and
Replace dialog box.
2. Type the exact text you want to find into the Find
What box
3. Click the Find Next button to start the search.
Cut, Copy, and Paste commands
Options for pasting text
 Proofing Document
Microsoft Word 2013 has several tools to help you review and
revise your text, including automatic correction of common typing
mistakes, a spelling dictionary that can even suggest when you
might have used the wrong word, and a grammar checker that
helps you to express your thoughts clearly.

Choosing a Language
1. Click the Review tab, click the Language button in the Language
group, and click Set Proofing Language to display Language
dialog box.
2. Click the language to use in the Mark selected text as list, click
the Set As Default button, and click OK.
3. If you see a prompt about how the change will affect new
documents based on the NORMAL template, click Yes.
 Checking Spelling and Grammar
Correcting flagged items
• Potential spelling errors with a wavy red underline
• Potential grammar errors with a wavy blue underline
Performing full spelling and grammar check.
1. Press Ctrl+Home to move the insertion point to the beginning of the
document.
2. Press F7 or in the Review tab of the Ribbon, click Spelling & Grammar in
the Proofing group
3. If needed, click a suggested correction in the list of corrections, and then
use one of the command buttons in the pane (Ignore, Ignore All, Add,
Change, Change All) to specify how to handle the correction.
4. Repeat the processes outlined in Step 3, until you see the Spelling and
grammar check complete dialog box appears.
5. Click OK
 Choosing a Better Word with the Thesaurus

• Right-click the word in question and point to

Synonyms in the shortcut menu.
• Click any word in the Synonyms list to replace the
word you right-clicked.

AutoCorrect

1. Right-click the misspelled word.

Normally, you choose the proper spelling from the
list. But that fixes the word only once. Instead:
2. Click Add to Dictionary
 Formatting a Document
Formatting Characters Directly or with Styles
Word includes paragraph styles and character styles.

Paragraph styles can be applied only to a whole

paragraph.

Character styles provide formatting flexibility so that

users can apply a style to characters within a paragraph.

The alternative to applying a character style is applying

character formatting directly.
Applying Character Formatting
There are several ways of directly applying various kinds
of character formatting including:

1. Using the Font group on the Home tab of the Ribbon

2. Using the Font dialog box (Ctrl+D or Ctrl+Shift+F, or
click the Font group dialog box launcher)
3. Using the Mini Toolbar (hover the mouse over
selected text)
4. Using keyboard shortcuts
 Formatting Techniques
To apply character formatting, you have three basic options:
 Apply formatting before you start typing a word or passage, and
then turn it off when you’re done.
 Select the text you want formatted and then apply the formatting.
 Click anywhere in a word and then choose the desired formatting.
 

Note
• You can save a lot of time in Word by using the Repeat or Redo
command keyboard shortcut, F4.
• Pressing F4 will repeat whatever you just did, from typing what
you just typed again to repeat formatting.
• F4 and Ctrl+Y both do the same thing.
Copying formatting

Clearing formatting
• Clearing formatting removes formatting from text. There
are two degrees of clearing formatting:
• Select the text and then press Ctrl+Spacebar on the
keyboard.
• To clear all formatting and returning the text to the
Normal style, click the Clear Formatting button in the
Font group of the Home tab.
• Or, You also can click Clear All at the top of the Styles
pane.
 Basic Text Formatting – Page 84

• Changing the font

• Font Style (bold, italic, and so on)
• Setting the Font Size of the Text
• Font Dialog Box
Changing Text Alignment
• Align Left (Ctrl+L)
• Center (Ctrl+E)
• Align Right (Ctrl+R)
• Justified (Ctrl+J)
Default Character Formatting Keyboard Shortcuts
Word processors provide a variety of features to
make entering, editing, and formatting documents
easy. One of the most basic features for
entering text is word wrap. This FEATURE
automatically moves the insertion point to the next
line once the current line is full.
 Indentation – Page 86

Line spacing

• At least
• Exactly
• Multiple
 The Styles of Word

• A style is a preset format that can quickly be

applied to a text
Types of styles
 Paragraph
 Character: The character style formats only characters, not
paragraphs.
 Linked: The linked style is a combination style that can be
applied to both paragraphs and individual characters.
 Table: The table style is applied to tables
 List: The list style is customized for presenting lists of
information including bullets, numbers, indentation, and other
formats.
 Applying Quick Style to Text
• The easiest way to apply a Quick Styles style is to
use the Quick Styles gallery, found in the Home
tab, Styles group.
• Use the arrows to scroll through the gallery’s
styles
Creating a style – page 88
Modifying a style – page 88

Shading paragraphs
You can shade paragraphs as well as individual words with the
Shading drop-down in the Paragraph group of the Home tab.
 Themes and templates
Follow these steps as a practice example to see how a
theme impacts a document – Page 89

Modifying or creating a theme – Page 89

Creating a Template – Page 90

 Improving Document Setup and Look
Changing Basic Page Setup

• Orientation
• Size
• Setting Margins
• Inserting a blank page
• Adding a Cover Page
• Page Numbering
• Deleting page numbers
 Understanding Sections

Word uses section breaks to separate

distinctly formatted parts of a
document.

You have to create new sections when

you want to vary the following kinds of
formatting within one document:
• Headers and footers Inserting a section
1. Click to position the insertion point at the
• Orientation location where you want the break to appear.
2. In the Page Setup group of the Page Layout tab,
• Page size
click Breaks.
3. Click the desired section break.
Headers and Footers – Page 93
• Adding a header
• Edit header and footer
• Removing a header
 Columns

• Mixing column formats

• Return to Single Column mode
Borders and Page Background – Page 95
• To insert a border
• To insert a page border
• Removing borders
• Page Colour
o Click the Design tab
• To apply Watermark
o Click the Design tab
 Graphics – Page 96 - 102
This section shows using:
Tables, charts, SmartArt, pictures, WordArt, drop
caps, text boxes, shapes, and symbols
• Insert quick table
• Converting Text to a Table
• Turning a Table back into plain text
• Inserting Blank Table
• Adjusting the Table
• Inserting columns or rows
• Adjusting row and column size
• Aligning text
• Re-orienting text
• Applying a Table Style
• Deleting a table
 Graphics …….
• SmartArt
• Chart
• WordArt
• Inserting a Picture
• Inserting a Shape
• Inserting a Text Box
• The Drop Cap
 Lists – Page 102
• Basic Bullets and Numbers
• Creating a Table of Contents
• Footnotes and Endnotes
Multiple Documents, Multiple Windows, Multiple Formats

The best way to switch between them is to use the Switch

Windows menu on the View tab.

To see two or more documents displayed on the screen at the

same time, click the View tab and choose the Arrange All button.

Comparing two documents side-by-side

1. Have both documents open.

2. Click the View tab.
3. Choose View Side by Side.
4. Scroll either document.
5. When you’re done, choose View Side by Side again.
 Printing a Document
1. Click File  Print Or Ctrl+P
2. Under Printer, if you don’t see the name of the printer to
use, click the dropdown box, and then click the desired
printer in the list.
3. Under Settings, you can Print All Pages, Print Selection, Print
Current Page, Print Only Odd Pages, or Print Only Even Pages
4. If you want to print a specific page, then Under Settings, click
in the Pages text box and type the page number.
5. If you want to print a range of pages, then Under Settings 
Pages, type the page numbers (e.g. 2, 4, 6-9).
6. Specify the number of copies to print
7. Click Print
 Word Processor

Chapter 8 Complete